Time Reporting Policy
DEPARTMENT OF PEDIATRICS
UIC COLLEGE OF MEDICINE
Purpose of this Document
This policy and procedure document is intended to communicate to employees eligible for leave accrual, in the Department of Pediatrics, the expectations and requirements for recording absences related to vacation, sick time, floating holiday, or other types of absence. This document addresses only the most common situations and does not supersede existing University policies. Please bring any questions you may have regarding this document to the attention of Department’s Human Resources Office.
Reporting an Absence
Those individuals absent due to sickness or other reasons not cleared in advance (via a Departmental Absence Slip) should inform the Division Chief or designee (who will notify the appropriate supervisor via email) as soon as possible and explain the reason.
When an employee is absent, including absence for business travel, conferences, etc. they should complete a Departmental Absence Slip (in advance for planned days off, and upon their return for unplanned days off), and have it approved by their supervisor. Staff employees should attach it to their timesheet for the period they are absent. Academic Professional employees should turn in the approved sheet to the Human Resource office for inclusion in the monthly Academic Benefit Reports.
Personal/Vacation Leave
All requests should be approved by the appropriate supervisor via a Departmental Absence Slip.Requests for more than a day or two should be provided to the Division Chief or Director of Administrative Operations (if applicable) well in advance to allow them sufficient time to review the request and to arrange staffing changes that the request might require.
Also, per UIC HR Policy 1207*, employees ending employment with the University may be required to use all vacation benefits before the last day of employment. This would entail a vacation scheduleamenable to both the employee and the department. If the employee refuses, and the department wishes to require vacation use the department may assign the time. The vacation time will be scheduled prior to, and not including, the last scheduled day of work. The reason is that perCentral Management Services (CMS) benefit rules, the employee must be present at work on the terminal date or the employee will lose health benefits for the time period to the last day actually worked.
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Sick Leave
Accumulated sick leave may be used for illness of, injury to, or need to obtain medical or dental consultation for the employee, the employee’s spouse, children, or parents, including parents-in-law. Planned absences should be approved in advance by the appropriate supervisor via a Departmental Absence Slip. Unplanned absences should be approved retroactively using the Departmental Absence Slip.
Holidays
Holidays will be observed in accordance with the campus policies.
Floating Holidays
Requests to take floating holidays should be made in advance via a Departmental Absence Slip. Floating Holidays must be taken between July 1 and June 30. Unused floating holiday leave will not be carried forward to the next fiscal year. A staff member who separates employment with the University and who has not taken his/her floating holiday before the date of separation will not be compensated for that day. A floating holiday must be taken in full at one time. For part time staff members between 50% and 99% of full time service, the floating holiday must be prorated.
To report the use of a Floating Holiday, both Academic Staff and Nonacademic Staff shouldindicate on the Departmental Absence Slip that the time off requested is to be charged as a floating holiday. Non-Academic Staff should also indicate the date the floating holiday was taken on the applicable Daily Time/Biweekly Leave Report. The floating holiday information on the Daily Time/Biweekly Leave Reports will be entered into Banner PEALEAV which will keep track of staff whom have taken their floating holidays.
Other Leave
Various types of leave other than Vacation and Sick Leave are also available. These includeDisability, FMLA, VESSA, Military, Funeral, Unpaid Leave, etc. The rules governing these canbefound in the Human Resources UIC Policies and Procedures manual. The following is a discussion of the most commonly used leaves.
When an employee is absent due to the funeral of a family member, jury duty, etc., the employee should report such absence on the Departmental Absence Slip (See Reporting An Absence above). The criteria for such leaves are:
Funeral Leave - Employees will be granted, upon request, paid leave to attend the funeral and for travel and bereavement time, as follows:
-Death of a member of the employee’s immediate family, household, in-laws, grandchildren, and/or grandparents – 3 days
-Relative of the employee other than the above who is not a member of the employee’s household – 1 day.
Jury Duty - Employee, upon request, shall be granted a leave of absence with pay at the employee’s regular rate for non-overtime scheduled hours when called for jury duty. If, after being excused by the court, four (4) or more hours remain in the University schedule for that workday, employees must call their supervisors for report-to-work instructions unless earlier arrangements were approved. Employees may keep any compensation they receive from the court for their service.
Monthly Academic Leave Report
The Monthly Academic Leave Reports (MLR) documents hours of vacation, sick, or floating holidays used on a daily basis each month. All time reported in each field (vacation, sick, floating holiday) is adjusted based on FTE. The time reported in each block should reflect the total number of hours of each benefit used. “8” hours should be placed in the appropriate block if a 1 FTE employee used a full day of vacation, sick, or Floating Holiday. “4” hours should be used for a .5 FTE employee if the full day is used and so on. If no time is used, the employee should mark the “No Absence” block.
On the 15th of each month, the MLRs should be reviewed and signed by the employee. The signed form should be sent to the Division supervisor for approval. After all signatures are received, the approved MLR should then be sent to the Department HR office where the time is recorded on individual reports to document accruals and balances of benefits. Monthly Academic Leave Reports (MLR) must be completed, approved, and submitted to the Department HR office by the Friday of each monthly payday.
The Department of Pediatrics HR Team will use this information to update leave usage information for eligible employees twice (May and August) each academic year.
Terminal Payout
Please refer to University of Illinois Policy below: